Attachment 15 PWS - DIA Region IV FSS TE-5 Acronyms and Definitions 20221208.docx

TE-8.1 General.

The Contractor shall be aware of the following acronyms and definitions.

TE-8.2 Acronyms.

TE-8.3 Definitions.

· Breakdown. The occurrence when an equipment item or system becomes inoperative.

· Building Exterior. That portion of the building structure which is on the outside and exposed to weather. Includes courtyards.

· Competent Person. A person who has the professional experience and training necessary to identify existing and predictable hazards at a work or service environment, and who has the authority to take prompt and corrective action to eliminate or remove dangers from the environment.

· Completion Time. Time allowed for satisfactory completion of a job.

· Completion Date. The date all required documentation and deliverables are uploaded into Maximo or other Government approved database.

· Condition Based Maintenance Management. A maintenance philosophy that encompasses a condition management cycle that is sustained throughout the entire life cycle of a facility and its constituent component sections or assets.

· Contract Deficiency. The failure of the contractor to perform in accordance with contract requirements and specifications. A contract deficiency may result from failure of the contractor to provide, or provide on time, the required contract service or it may result when the required service does not meet specific contract standards.

· Contract Discrepancy Report (CDR). A report generated by the Government when the contractor's performance is found to be unsatisfactory.

· Contracting Officer (KO). The KO is the only person authorized to approve changes to any term, condition, or requirements of this contract, notwithstanding any provision contained elsewhere in this contract. In the event the contractor effects a change at the direction of a person other than the KO, the change shall be considered to have been made without KO authority.

· Contracting Officer's Representative (COR). An individual appointed by the KO and responsible for the inspection, evaluation, and acceptance of the material and services provided in accordance with the terms and conditions of the contract.

· Corrective Maintenance (CM). May be performed as a result of the discovery of facility defects or the initiation of Service Orders and are classified as either routine, emergency, or urgent. Routine, urgent, or emergency type repairs and maintenance work required to keep the DIA facility and equipment in such a condition that it may be utilized at its original design capacity and efficiency. Also known as unscheduled maintenance or repair, and includes troubleshooting, parts adjustment and/or replacement, installation or replacement of supplies necessary for functionality (lubricants, lamps, etc.), replacement as necessary of complete components, and controls settings and (re)programming (software corrections/restoration & updates), as needed so as to restore equipment/systems to their proper, effective and acceptable levels of intended functionality.

· Defective Service. A service output that does not meet the standard of performance specified in the contract for that service.

· Due Date. The date when all physical work tasks are complete.

· End Item. The individual component part listed in the system manufacturers' parts listing. End item, component part and/or individual item are all used interchangeably.

· Emergency. Any work required to correct a condition which poses an immediate danger to life, health or safety or an emergency condition that is detrimental to the mission, posing an imminent safety hazard or reduced operational effectiveness and completed within 24 hours of notification. It includes, but is not limited to, the failure of any utility, fire protection, environmental controls, security alarm system, and stopped up sewer.

· Emergency Response. A response to assure safety of staff welfare, or stability of the buildings, or as a result of any disasters.

· Facilities Defects. Defects in the facility found by the contractor or the staff that require repair. Facilities defects include but are not limited to, leaking faucets, cracked or loose floor covering/ceiling grid and tiles, improperly operating toilets and broken curtain tracks.

· Facilities Life Cycle. A facilities life cycle is divided into four stages, requirements (planning and design), acquisition (construction and acceptance), stewardship (operations, maintenance, and repair), and disposal.

· Facilities Maintenance Management. The planning, prioritizing, organizing, controlling, reporting, evaluating, and adjusting of facilities maintenance operations to support facilities policy and objectives and satisfy customers’ facility needs. Defined by the International Facility Management Association as “the practice of coordinating the physical workplace with the people and work of the organization.”

· General Refuse. Waste generated from daily operations within the facility that is not hazardous, pathological, or contaminated. General refuse may be disposed of, without special treatment, in a sanitary landfill.

· Hazardous Material (HAZMAT). All hazardous substances, as listed in 40 CFR 302 Table 302.4, such as petroleum, natural gas, synthetic gas, acutely toxic chemicals, and other toxic chemicals including hazardous waste.

· Hazardous Waste (HW). Any used hazardous substances that exhibit the characteristics of ignitability, corrosivity, reactivity, toxicity, or is listed in 40 CFR Part 261, subpart D.

· Infrastructure Condition Assessment Program. A foundational component of Condition Based Maintenance Management (CBMM). ICAP comprises three of the four CBMM quadrants: Inventory, Assessment, and Analysis.

· Life Cycle Costs. A form of economic analysis that considers the total cost of owning, operating, and maintaining a building or system over its useful life.

· Lot. The total number of potential service outputs in a surveillance period.

· Maintenance. The work required to preserve and maintain a facility in such condition that it may be effectively used for its designated functional purpose. Maintenance includes work done to prevent damage that would be more costly to restore than to prevent. Maintenance includes work to sustain components, or to investigate and identify the source of problems before they become serious. Examples include but are not limited to, renewing disposable filters, painting, caulking, waterproofing, lubricating, flushing, calibrating, adjusting, re-fastening loose siding and sealing bituminous pavements.

· Materials. Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end item. Material does not include equipment, special tooling, special test equipment or real property. For this task order, materials are also defined as parts and supplies necessary for the maintenance and repair of the facilities and equipment.

· National Fire Protection Association (NFPA). An organization that publishes codes and standards on fire protection and safety that are accepted by local, state, and federal governments, and are considered directive in nature to the PWS.

· Preventative Maintenance (PM). The systematic, time-based inspection and servicing which is required to prevent breakdown and to prolong the life of real property. Preventative maintenance procedures and frequencies are defined in Maximo, BUILDER or provided by Government, and should follow the specific industry standard requirements for equipment and manufacturer recommended requirements during new equipment warranty periods. Preventative maintenance activities include partial or complete overhauls at specified periods, oil changes, lubrication, filter changes, adjustments, calibrations, etc. Also known as scheduled or recurring maintenance.

· Performance Requirement. The point that divides acceptable and unacceptable performance of a task according to the performance requirement summary and the Inspection of Services clause. It is the number of defectives or maximum percent defective in the lot that is deemed acceptable. Any further defectives will result in appropriate corrective action by the Government.

· Performance Requirements Summary (PRS). A listing of the service outputs under the contract that are to be evaluated by the QAE on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

· Quality Assurance (QA). A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For purposes of this manual, quality assurance refers to actions by the Government.

· Quality Assurance Evaluator (QAE). A functionally qualified government employee who performs quality assurance functions for a contracted service.

· Quality Control (QC). Those actions taken by a contractor to control the production of outputs to ensure that they conform to the contract requirements.

· Quality Control (QC) Program. Contractor’s system of controlling the equipment, system or services to ensure the requirements of the contract are met. Contractor is responsible for QC and for offering to the Government for acceptance only those samples or services conforming to contract requirements.

· Random Sampling. A sampling method where each service output in a lot has an equal chance of being selected for quality assurance surveillance.

· Real Property. Land and improvements to land (i.e., facilities). It includes equipment affixed and built into the facility as an integral part of the facility (such as heating systems), but not movable equipment (e.g., modular furniture, industrial equipment, and portable generators).

· Response Time. Maximum time allowed for the contractor to get to the job site after receiving a service call. Actual response time determined by the level of service call, i.e., emergency, urgent, or routine.

· Restoration. Restoration of real property to such a condition that it can be used for its intended purpose. Includes repair or replacement work to restore facilities damaged by inadequate sustainment, excessive age, natural disaster, fire, accident, or other causes.

· Routine. Work that does not qualify as emergency or urgent work, but typically accomplished within 30 business days.

· Sample. One or more service outputs drawn from a lot for quality assurance surveillance.

· Scheduled Maintenance. Scheduled inspections and maintenance accomplished to prevent breakdown or deterioration. Also referred to as preventative maintenance.

· Service Calls. Authorized unscheduled work that generally does not require detailed planning and is normally accomplished via a Maximo work order and below the contractor’s threshold value.

· Service Order. A Service Order is a document instrument for the processing of a request by the Government for Corrective Maintenance (CM) work that entails additional cost relative to the work authorized within the FFP Contract. Documentation shall be submitted to the designated SOA or KO providing the required scope of work, the resources (i.e., in-house labor, subcontractor labor, materials, etc.) required to complete the required work, and the associated costs. Labor for CM that is able to be performed by the Contractor’s personnel during normal duty hours is included within the FFP contract and is therefore not billable on a Service Order. Refer to Appendix H for further specific guidance on documentation and processing of Service Orders. In addition, Service Orders may be used for equipment purchases in direct support of the DIA mission. “Direct support” of the mission means the equipment item must be necessary to execute a maintenance activity provided under a task order for the customer making the request. Stand-alone purchases of equipment will not be permitted if the purchases are not related to or in support of the maintenance and repair mission.

· Sustainment. Maintenance and repair activities necessary to keep a typical inventory of facilities in “normal working condition”. Sustainment includes regularly scheduled maintenance as well as cyclical major repairs or replacement of components that occur periodically over the expected service life of the facilities.

· Uniformat Classification. A standard classification of building components established by the National Institute of Standards and Technology.

· Unscheduled Work. Summary term for all possible work processed through the Service Order process. Work can be the result of various sources, including customer requests, planned improvements, repair requirements found during preventative maintenance procedures or controlled inspections, etc.

· Urgent. Work that is not an emergency, but typically responded to and completed within 5 duty days, 7 calendar days.

· Work Orders. Documentation generated by Maximo in response to a work request.

· Work Priority. Classification assigned to work requests that are used to determine appropriate response and completion times. Work priorities that are assigned are emergency, urgent, and routine.

· Work Requests. Work items (i.e., repairs) that are received via a Facilities Management work reception function. Work items may be received telephonically, via computerized maintenance request program, via written correspondence, or via walk-in request. Fielded work items are first classified and prioritized, resulting in a work order being generated within the work order management system (e.g., Service Central). Resulting work orders are then issued for appropriate execution by the designated service provider.

· Work Type. Classification of unscheduled work. Work Types include customer request, corrective maintenance, rework, alteration, or improvement work.

Page 1 of 3 08 December 2022